Medical Office/Patient Care Coordinator

Job Description

Job Description

The Body Mod Hormone Wellness Clinic is a privately owned hormone and metabolic wellness practice in Centerville, Ohio. We specialize in individualized, root-cause care for women and men, with a focus on hormone optimization, medically supervised weight management, thyroid health, insulin resistance, nutrient deficiencies, and lifestyle medicine.

We are a small practice by design. Our patients expect personalized care, clear communication, and consistent follow-through. Every member of our team plays an important role in delivering that experience.

We are looking for a Medical Office / Patient Care Coordinator who is comfortable moving between administrative responsibilities and appropriate clinical support. This role is ideal for someone with medical office experience who is highly organized, detail-oriented, confident with patients, comfortable with technology, and able to anticipate what needs to happen next without waiting to be asked.

About the Role

You will help keep the entire patient experience moving smoothly, from the first phone call through ongoing treatment and follow-up.

You will be scheduling appointments, answering patient messages, preparing charts, monitoring lab results, and managing subscription payments as well as rooming patients, obtaining vital signs, preparing the provider for visits, processing orders, or coordinating prescriptions and follow-up care.

Because we are a small practice, everyone contributes to keeping the office running smoothly. We value people who notice what needs attention, take initiative, and help the team without waiting to be asked. We work together, stay organized, communicate clearly, and solve problems before they become bigger problems.

Hours: Monday - Thursday 9:00 a.m. to 5:30 p.m. No evenings, weekends, or holidays. Yep! It's a 3-day weekend EVERY week!!

What You'll Do

• Welcome patients and create a professional, friendly, and comfortable experience from the moment they contact our office.
• Manage appointment scheduling, rescheduling, confirmations, check-in, and check-out through our EMR.
• Answer patient phone calls, texts, portal messages, and emails clearly and professionally.
• Respond to prospective patients, explain our services and processes, and guide them through scheduling their initial consultation.
• Help new patients complete required intake paperwork and laboratory testing before their consultation.
• Prepare patient charts before appointments, including reviewing documentation, questionnaires, laboratory status, subscription information, and relevant treatment information.
• Room patients, obtain and document vital signs, and prepare patients for their appointment.
• Assist the provider with appropriate clinical tasks based on training, demonstrated competency, and scope of practice.
• Process provider-authorized laboratory orders and track outstanding labs to ensure results are received before scheduled appointments.
• Coordinate prescription and medication-related administrative tasks as directed by the provider.
• Maintain accurate patient demographics, medication information, documentation, and records in the EMR.
• Schedule follow-up appointments and create reminders for laboratory testing, medication follow-up, and other required care.
• Help manage patient subscriptions, payment schedules, declined payments, invoices, and outstanding balances.
• Maintain accurate internal tracking spreadsheets and administrative records.
• Communicate office policies, subscription requirements, laboratory instructions, and other patient information clearly and consistently.
• Protect patient privacy and maintain strict HIPAA compliance.
• Help maintain an organized, clean, professional office environment.
• Identify problems, incomplete tasks, missing information, or potential patient-flow issues before they disrupt the day.
• Support the provider and other team members wherever needed to keep the practice running efficiently.

Who We're Looking For

You do not need to know everything on your first day. However, you do need to be organized, teachable, dependable, detail-oriented, and willing to take ownership of your work.

The right person:

• Has a high school diploma (or equivalent) required.
• At least one year of experience in a medical office or outpatient clinical setting required.
• Experience with patient scheduling, EMR documentation, patient communication, chart preparation, or clinical support required. Experience with OptiMantra or a similar EMR is a plus.
• Experience as a Medical Receptionist, Medical Assistant, CNA, or Patient Care Coordinator preferred.
• Has strong computer skills, including Google Workspace, email, spreadsheets, electronic records, and web-based applications.
• Communicates professionally and comfortably by phone, text, email, and in person. Is comfortable discussing appointments, pricing, subscriptions, payments, laboratory requirements, and office policies with patients.
• Has exceptional attention to detail. Small mistakes matter in healthcare.
• Knows when a patient question needs to be escalated to the provider rather than attempting to answer outside their role.
• Is able to manage multiple priorities without losing track of follow-up tasks.
• Takes initiative instead of waiting for someone to provide the next task. Notices when something is missing, incorrect, overdue, or doesn't make sense and investigates it.
• Accepts feedback well and uses it to improve.
• Understands that being warm and compassionate does not mean ignoring policies or boundaries.
• Remains calm and professional when the office is busy or a patient is frustrated.
• Is comfortable professionally enforcing office policies and setting appropriate boundaries, even when a patient is frustrated or asks for an exception.
• Values teamwork and is willing to help with both administrative and patient-care responsibilities.

Experience That Would Make You Stand Out

Experience in any of the following areas is especially helpful:

• Phlebotomy skills are a huge plus
• Hormone replacement therapy or women's health
• Testosterone replacement therapy
• Medical weight management or GLP-1 therapy
• Primary care, functional medicine, endocrinology, or wellness medicine
• Laboratory result tracking
• Medication or prescription coordination
• Cash-pay or membership/subscription -based medical practices
• Medical assisting and obtaining vital signs

What Working at The Body Mod Is Like

We are not a large corporate medical office.

Our team is small, which means your work is visible and important. We depend on one another to follow through, communicate, and keep patients from falling through the cracks.

We also believe healthcare professionals should spend their time doing the work that requires their level of training. A well-run front office protects the provider's time by handling administrative work accurately, anticipating needs, and escalating clinical issues appropriately.

Our goal is not simply to move patients through appointments. We want patients to understand their health, feel heard, and receive thoughtful, individualized care.

What We Offer

• Competitive compensation based on experience and qualifications
• Predictable four-day workweek schedule: Monday through Thursday with no weekend shifts, evening hours, or holiday requirements
• Lifestyle flexibility: Consistent three-day weekends
• Health Reimbursement Arrangement (HRA) available after 90-day milestone (employee only tier)
• Paid Time Off (PTO) available after 90-day milestone
• Professional Development: Company-paid certification renewals and support for ongoing medical continuing education
• Uniform Allowance
• Comfortable Clinic Culture: Beautifully designed, modern office suite with free parking and an on-site coffee station
• Low daily workload: Ample time for administrative neatness without the high-volume chaos of traditional primary care environments.
• A small-team environment where your work directly affects the success of the practice

How to Apply

Submit your resume including relevant medical office or clinical experience and tell us briefly why you believe you would be a good fit for a small, patient-focused practice.

Qualified applicants will be contacted for an initial conversation followed by an in-person interview.

The Body Mod Hormone Wellness Clinic is an Equal Opportunity Employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.